Richmond Community Management Services Corp.Job Description
Job Title: Junior Administration Manager
Classification: Permanent, Full-Time
Location: Travelling role across Southern Ontario
**Note: Travel is required across Durham, Peel, and Toronto.
1. Reporting Relationships
Reports to: Administration Manager
Works with: Housing Administrators and Property Managers
2. Position Summary
The Junior Administration Manager provides training, support, and coverage across the company portfolio for administrative and Rent Geared to Income (RGI) functions. This role requires strong verbal and written communication skills, excellent organization, the ability to review financial and administrative documents, prepare packages, manage competing priorities, and travel between sites as required.
3. Essential Duties and Responsibilities
Human Resources
- Train and support employees in administrative duties, responsibilities, and RGI calculations.
- Assist with performance evaluations when required.
- Support employee compliance with company policies, procedures, and standards.
- Monitor employee competency and quality of work.
- Provide coverage for on-site office hours during staff vacations, absences, or vacancies.
- Provide regular feedback to employees and document performance concerns when necessary.
Administration
- Ensure information requests and required documents are addressed in a timely manner.
- Assist with new employee training schedules and onboarding support.
- Ensure workstations, filing, binders, forms, and lists are organized and updated.
- Assist with board packages, action lists, arrears reports, vacancy reports, and follow-up items.
- Train staff on proper minute-taking, including motions, quorum, new member listings, and evictions.
- Ensure staff understand move-in, transfer, move-out, eviction, and performance agreement processes.
- Assist with operational review preparation and response letters.
- Review board meeting and general members’ meeting minutes.
Rent Geared to Income
- Ensure staff meet all RGI-related deadlines.
- Provide on-site RGI support and file review when required.
- Review and update RGI files, lists, letters, and calculations.
- Approve RGI calculations when applicable.
- Conduct RGI appeal reviews when required.
- Meet with members or tenants regarding RGI calculations, concerns, and appeals.
- Complete RGI assessments and calculations in the absence of the Housing Administrator.
- Ensure all required paperwork is completed once RGI calculations are approved.
- Train staff on required RGI documentation and how to address missing information.
- Ensure HM Worx is updated and required system changes are completed.
- Establish and monitor the list of over-housed members or tenants.
Miscellaneous
- Adapt to new priorities, ideas, and emerging situations.
- Attend board, general members’, and annual general members’ meetings when required.
- Act as on-site administrator until permanent site staff are hired or assigned.
- Assist with employee transfers between sites.
- Assist with accounting system data entry when required.
- Provide information on procedures and regulations under the Social Housing Reform Act, 2000, specifically related to RGI calculations.
- Perform other duties as assigned by the Administration Manager.
4. Performance Measurements
Performance will be measured based on:
- Achievement of performance objectives
- Initiative
- Adaptability and flexibility
- Leadership
- Planning and organization
- Communication and interpersonal skills
- Reliability
- Customer service and teamwork
5. Qualifications
Education: Recognized college diploma or university degree.
Experience: Minimum three years of industry experience or equivalent management experience.
Skills and Abilities:
- Superior verbal and written communication skills
- Strong decision-making ability
- Excellent knowledge of RGI calculations
- Working knowledge of computer systems
- Ability to manage multiple priorities and projects
- Ability to provide leadership and support to staff
- Valid Class “G” driver’s licence and access to a vehicle
6. Working Conditions
Hours: Scheduled 44 hours per week; additional hours may be required
Environment: Indoor
Interruptions: High
Stress Level: Moderate
Travel: High level of travel
Job Type: Full-time
Pay: From $40,000.00 per year
Benefits:
- Dental care
- Paid time off
- Vision care
Ability to commute/relocate:
- Ontario: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative: 1 year (required)
Work Location: In person
